REPORT ON WHAT I LEARNT ABOUT VARIOUS POSITIONS.
During my internship with NOHO Group of Companies in the accounting departments I interacted with the Accounts payable Manager and the assistant, the Staff payroll manager, the Finance manager, and the Human Resource Director. The Chief Financial Officer is the one in charge and oversees all the operations in the accounting department, and he in turn reports to the owners. All the line managers report to the CFO.
Below is a summary of what they do on day to day basis and any other duty they may be delegated.
THE ACCOUNTS PAYABLE MANAGER.
New Vendors Approval
W-9 is not optional get all new vendors to complete a W-9 form
Dictate that our payment policy is 30 days credit terms for all purchases.
Where applicable, complete all credit application to reflect the foregoing.
Differentiating Accounts Payable Documents:
An Invoice: The only document against which a check should be cut, and is considered final.
Other accounts payable related documents are as follows (Not used for final payments):
Check Request for partial payments and deposits,
Quotations
Proposals
Debit Memo
Credit Memo
Packing Slips
Work Orders
Petty Cash Vouchers\ Expense Reimbursements and
Vendors’ Statements
Log all Invoices in the correct category as follows:
- Food.
- Beverage (beer, liquor, and wine).
- Other non- food and beverage goods.
Follow up with the vendors if there are errors in the invoices.
Handle all COD (cash on delivery) requests.
Petty cash and expenses reimbursment.
THE ASSISTANT ACCOUNTS PAYABLE MANAGER
Visit all NoHo Hospitality restaurants on daily basis as follows, as follows, between the hours of 10:30 am and12:00 noon
(i) Bar Primi: located at 325 Bowery Street
(ii) Joe’s Pub: located at 475 Lafayette street
(iii) Lafayette: located downstairs the NoHo offices (380 Lafayette street)
(iv) Little Park: located at 85 W Broadway,
(v) Locanda Verde: located at 377 Greenwich St,
(vi) The Dutch: located at 131 Sullivan St, New York, NY 10012
Drop off: inter-company envelopes from HR, events folders, invoices needing manager approval
Pick up: invoices, intercompany envelopes for HR, completed events folders, completed reimbursement forms, expense reports, credit card details, mail, deposit slips (Brinks as well as bank slips), Open Table checks, and any checks that must be deposited.
Once all items are brought to the office all intercompany envelops labeled HR should be given to the HR Director, all envelops labeled Payroll should be given to the Payroll Processer, all envelops labeled Events should be given to the Events Director, all invoices and credit card receipts that are received should be given to the Accounts Supervisor. The Staff Accountant should be given brinks safe receipts and bank deposit slips from the restaurants as well as tax exemption forms, intercompany and Lafayette wholesale check deposit slips should be given to the Finance Manager as well as OpenTable checks received from the restaurants.
Weekly:
Distribute (deliver) to each restaurant, the employees’ paychecks, executives’ petty cash and reimbursement checks
Filing of Invoices:
-Invoices are filed according to status; paid and unpaid
-Unpaid: all invoices that are entered into Quickbooks, unpaid, and ready to be filed are located on top of the filing cabinet in the accounting office.
-These invoices should be filed in the proper cabinets inside of the accounting office
-The cabinets are labeled according to restaurant and type of invoice
“Liquor” and “Food & Non-Food”
-Paid: all invoices that are paid and ready to be filed are located in the baskets below the check printer in the accounting office. Each basket is labeled with the restaurants’ name
-These invoices should be filed in the proper cabinets in the filing room
-Each restaurant has its own set of cabinets
Storing of Credit Card Details:
-Inside of the credit card details envelope there should only be credit card details
-Date of transaction as well as restaurant name must be on every manila envelope containing credit card details
-Each envelope must be separated by restaurant, folded and wrapped with a rubber band, then placed in a storage box in order of date
-Once a storage box is full the box must be labeled with the restaurant name as well as the range of dates of the credit card details that the box contains, and always include the year.
THE STAFF PAYROLL MANAGER.
Payroll.
The purpose of payroll is to document the proper procedures for processing wages and renumenaration for the restaurants under NoHo Hospitality Group.
Definitions:
Payroll: The term payroll generally refers to the process of identifying employees, calculating the pay and payroll taxes, recording the payroll transactions, making the payments, and completing required federal and state payroll tax forms.
Scheduling: Using predefined rules to automatically optimize the schedule and use of resources to manage the administration of past and future working times.
Workforce Management: Assigning the right employees with the right skills to the right job at the right time.
Labor Forecast. Process of projecting labor needs and the effects they’ll have on a business being aware of any spikes or declines in sales that affect your labor needs in order to plan budgets based on your future staffing levels.
Check request. Form used to request a payment by check to a company or individual for goods purchased or services rendered.
The manager is responsible for preparing of Executives Payroll.
Gift Card Handling
Intercompany Billing
Events Billing
THE FINANCE MANAGER.
Income Audit
DSR (Daily Sales Revenue) Entry
Ensure all sales match the appropriate revenue center (RVC)
Look for placement of such charges as Admin Fee, Operational Fee, and events related postings
Confirm taxes and fees related to tips and credit cards
Compare sales\payments
Verify payments received match sales
Double check any house account closures and event payments
Allowances.
Allowances must have been notified to Accounting and an email with the appropriate documents (previous charge and authorization form filled out/signed)
End of Day.
At the end of each shift and again at the end of the day each server/cashier must turn in to their manager on duty (MOD) their bundle of credit card (CC) slips wrapped together by their closing printout from Micros as well as any cash/checks received during their shift equaling the amount due from their Micros report
All CC slips are combined by the MOD and wrapped together again by the entire property’s closing printout from Micros and then placed in a manila envelope to be picked up by the Accounting office daily
At approximately 7a – 8a each morning a software program (Avero) automatically poll the data from Micros on each property’s Micros server and upload it to the Avero website for viewing.
Sales Entry
Enter DSR in QuickBooks (QB)
